What is a Waybill and How to Issue It

The waybill not only confirms the fact of cargo transportation but also serves as a basis for financial and accounting records. In this article, we will cover everything about the primary waybill document: what it is, why it is necessary, how to issue it, and what nuances should be considered.

What is a Waybill

What does "Waybill" mean? It stands for "Goods and Transport Invoice," serving as a crucial accounting document in freight transportation. Essentially, it is the primary legal confirmation of the transaction for transporting goods, used to track and accompany the movement of goods. A waybill is issued for any transportation, whether within the country or internationally. The document verifies the fact of transferring goods from the sender to the carrier, and then to the recipient. For instance, if goods are shipped from China to Ukraine, a waybill must be issued for the transportation.

What is the difference between a goods and transport invoice and a transport invoice? The first is used to record goods, their value, and all parties involved in the transaction—the sender, carrier, and recipient. The latter records only the fact of goods transportation and is typically used for the carrier's internal purposes. Thus, a waybill includes more data, including accounting details, and covers broader aspects of the transportation process.

What is a Waybill For

A waybill is required for all types of goods transportation between legal entities. The main functions of the waybill in freight transportation are as follows:

• Monitoring goods movement. It records the movement of goods and information about the person responsible for transportation.
• Accounting. It is used to track sold goods and transportation service expenses.
• Document for regulatory authorities. In case of an inspection, it confirms the legality of the transportation.

Why is a waybill necessary? It is used to account for goods and services at all stages of transportation.

How to Properly Fill Out a Waybill

Filling out a waybill requires accurate completion of all necessary fields:

• Information about the recipient and sender. Full company names, addresses, and contact details should be specified.
• Product description. Details on volume, weight, dimensions, and value must be included.
• Information about the carrier. The waybill must contain all required details about the transport company, including information on the driver and the vehicle.
• Waybill number. A unique code is assigned to the document for identification, record-keeping, and tracking.
• Signatures of all parties. The document is signed by the consignor, the carrier company, and the recipient.

How to correctly fill out a waybill? To do this, it is necessary to follow the rules for completing all sections of the document and ensure the accuracy of the entered data. The logistics company provides a waybill template to help correctly fill in all fields. It is important that the document is completed in accordance with established standards, as errors in filling it out may lead to delivery delays or fines during inspections.

Key elements of the waybill:

• Waybill number. The document has a unique identifier that helps track the goods. Essentially, the waybill number is a special code assigned to designate a specific cargo within the document management system.
• Sender and recipient. Full names of all participants, contact details of the parties, and their addresses.
• Goods. Description of the cargo, its quantity, weight, and value.
• Carrier information. This section includes the type, brand, model, and number of the vehicle, as well as information about the driver.

What is a waybill series? It is an additional identification element used for the classification and organization of waybills, especially in companies involved with private transport. It is assigned to facilitate the tracking and accounting of waybills in logistics and bookkeeping.

Who issues the waybill? The consignor is responsible for issuing waybills, although this duty may sometimes be transferred to logistics companies. In this case, all parties involved (the consignor, carrier, and consignee) sign the document to grant it legal status.

Who Can Help to Prepare a Waybill Without Errors

Mistakes and inaccuracies in preparing a waybill lead to fines, returns, or transportation delays. Therefore, it is advisable to seek assistance from logistics companies and firms providing brokerage services.

Who prepares the waybill in Ukraine? The company DiFFreight takes full responsibility for preparing the waybill, including verifying all data and submitting documents electronically. They ensure the correct preparation of the waybill for transportation services and its compliance with international standards. Recently, Ukraine has begun the transition to electronic waybills, or e-waybills. This document is prepared and signed using a digital signature. The use of e-waybills speeds up the preparation process and helps avoid errors commonly associated with paper documents.